HomeMy WebLinkAboutAgenda Packet - Engineering & Operations Committee - 10/24/2016ENGINEERING AND OPERATIONS COMMITTEE
October 24, 2016 - 2:30 PM
31111 Greenspot Road, Highland, CA 92346
AGENDA
CALL TO ORDER
PLEDGE OF ALLEGIANCE
PUBLIC COMMENTS
NEW BUSINESS
1.Approve the July 25, 2016 Engineering & Operations Committee meeting
minutes
2.Approve the September 26, 2016 Engineering & Operations Committee
meeting minutes
3.Operations & Maintenance Update
4.Discussion on Quarterly Engineering and Operations Committee Meetings
ADJOURN
PLEASE NOT E:
Purs uant to Go vernment Co d e Sec tion 54954.2(a), any reques t for a dis ability-related
mo d ific atio n o r ac commodatio n, inc luding auxiliary aid s or s ervic es , that is s o ught in order to
partic ip ate in the above-agend ized p ublic meeting sho uld b e direc ted to the District Clerk at (909)
885-4900 at leas t 72 ho urs p rio r to s aid meeting.
Subject to Approval
EAST VALLEY WATER DISTRICT July 25, 2016
ENGINEERING AND OPERATIONS COMMITTEE MEETING
1
Minutes 7/25/2016 bvm
MINUTES
Ms. Duran called the meeting to order at 2:30 p.m. and Mr. Martinez led the flag salute.
PRESENT: Directors: Coats, Shelton
ABSENT: None
STAFF: Jose Martinez, Assistant General Manager; Patrick Milroy, Operations
Manager; Martha Duran, Sr. Administrative Assistant
GUEST(s): Ash Dhingra, AKD Consulting, and District staff members. There were
no members of the public present.
PUBLIC COMMENTS
Ms. Duran declared the public participation section of the meeting open at 2:31 p.m.
There being no written or verbal comments, the public participation section was closed.
APPROVE THE MAY 23, 2016 MEETING MINUTES
Director Coats approved the May 23, 2016 meeting minutes with minor corrections. Director
Shelton abstained.
APPROVE THE JUNE 27, 2016 MEETING MINUTES
Director Coats approved the June 27, 2016 meeting minutes as submitted. Director Shelton
abstained.
OPERATIONS & MAINTENANCE JULY UPDATE
The Operations Manager presented the Operations and Maintenance report for June 2016.
The report showed a quarterly review of water production and maintenance activity. The
report reflects improvement in electrical efficiencies due to participation in Southern
California Edison programs, and reflects decreased leaks and main breaks due to
preventative maintenance activity.
PLANT 28 REHABILITATION UPDATE
The Operations Manager presented an update on the rehabilitation project for Plant 28.
The report indicated an increased efficiency for the rehabilitated pump of 72% from 58%
and that a rebate incentive from Southern California Edison is forthcoming.
Subject to Approval
EAST VALLEY WATER DISTRICT July 25, 2016
ENGINEERING AND OPERATIONS COMMITTEE MEETING
2
Minutes 7/25/2016 bvm
ENGINEERING DEPARTMENT UPDATES
The Assistant General Manager presented updates on five current Engineering projects:
•Patton State Hospital is now complete.
•AMI Meters - Engineering is working with the contractor to establish details of what
is to be done and what the timeline should be.
•Plant 134 Getaway Project is now complete.
•Pumalo Project is expected to be complete within the next week.
•North Fork Pipeline Project - Pipeline is now marked appropriately to help identify
where the line is located.
FUTURE MEETINGS
Next meeting is August 22, 2016 at 2:30 p.m.
ADJOURN
The meeting adjourned at 3:30 p.m.
Ronald L. Coats Nanette Shelton
Governing Board Member Governing Board Member
Subject to Approval
EAST VALLEY WATER DISTRICT
ENGINEERING AND OPERATIONS COMMITTEE MEETING
1
Minutes 9/26/2016 bvm
MINUTES
Ms. Duran called the meeting to order at 2:30 p.m. and Mr. Milroy led the flag salute.
PRESENT: Director: Shelton
ABSENT: None
STAFF: Steve Nix, Director of Engineering and Operations; Patrick Milroy,
Operations Manager; Martha Duran, Sr. Administrative Assistant
GUEST(s): None
PUBLIC COMMENTS
Ms. Duran declared the public participation section of the meeting open at 2:30 p.m.
There being no written or verbal comments, the public participation section was closed.
APPROVE THE JULY 25, 2016 MEETING MINUTES
Director Coats being absent, the July 25, 2016 meeting minutes were tabled.
WATER AND SEWER STANDARD DRAWINGS
The Engineering and Operation Manager presented the updated water and sewer standard
drawings. He indicated that the drawings were used by contractors, and others who may
want to build in our service area. The drawings were updated from 2005 and now reflect
the standards the District requires from those building in connection with the District’s
water system.
FUTURE MEETINGS
Next meeting is October 24, 2016 at 2:30 p.m.
ADJOURN
The meeting adjourned at 2:40 p.m.
Ronald L. Coats Nanette Shelton
Governing Board Member Governing Board Member
September 26, 2016
STAFF REPORT
Agend a Item #3.
Meeting Date: Octo ber 24, 2016
Dis cus s io n Item
To: ENGINEERING AND OPERATIONS COMMITTEE
From: Operations Manager
Subject: Operations & Maintenance Update
RECOMMENDATION:
T his repo rt is pro vided to the Engineering and Op eratio ns Co mmittee fo r informational p urpos es .
BACKGROUND / ANALYSIS:
T he Operations Department us es a variety of to o ls to mo nitor and track all the maintenance and operational
ac tivities that o cc ur within the department. The attac hed monthly rep orts provid e annual ac tivity histo ry as well
as prior year his tory o f the mos t c ritic al items . The trac king o f thes e items helps ensure that the d ep artment
ac hieves the goals and o b jec tives d etermined to b e imp o rtant fo r each b udget year. One of the key items
routinely trac ked is water p roductio n, water s o urc e and energy usage. C omparing p res ent year to that of the last
year o n thes e items c an give key info rmatio n regarding c o ns ervatio n effo rts , ho w effic iently energy is used within
the d is trict as well as p rovid ing critic al ins ight to be us ed in the development of the next year ’s operating b ud get.
Vario us maintenance activities are als o monitored such as leak repairs, valve and fire hyd rant maintenanc e, sewer
main cleaning and s ewer tv mo nitoring. Most o f these ac tivities are ro utine p reventative maintenance that is
p erformed every year to maintain the dis tric t’s fac ilities in to p s hape. Every year various maintenanc e ac tivities
are pro grammed for completion and this mo nthly mo nito ring ensures go als are met. Leak rep air however, is
mostly reac tive and us ually as s o ciated with aging facilities. As such, tracking rep air o f suc h p ro vid es valuab le
ins ight into tho se areas that mo s t need c o ns id eratio n when developing the Capital Impro vement Program.
Pro jecting future CIP needs is als o valuab le when c o nsidering rate inc reases.
T he Operations s taff utilizes the fo llo wing metho d s to capture ac tivity:
C itywo rks wo rk order management s ystem
Tyler billing data
P roduction spread sheets
AGENCY IDEALS AND ENDEAVORS:
Ideals and Endeavor I - Enc o urage Innovative Investments To Pro mo te Sustainab le Benefits
(D) - Ded icate effo rt toward s ys tem maintenance and modernization
Recommended by:
Steve Nix
Directo r o f Engineering & Operatio ns
Res p ec tfully s ub mitted :
Patric k Milroy
Operatio ns Manager
Ideals and Endeavor IV - Fully Unders tand Challenges To Cultivate Effective So lutio ns
(A) - Support ongo ing b usiness p ro c es s imp ro vement
FISCAL IMPACT :
T here is no fis c al imp ac t as s o c iated with this agenda item.
ATTACHMENTS:
Description Type
September 20 16 Field Operations Report Backup Material
September 20 16 Produc tion Operations Report Backup Material
Miles of Sewer Video = 54 Miles of Sewer Main Cleaned = 166
Distribution System Water Leaks
Hydrants Flushed = 430 Total Valves Exercised = 1164
Hydrants Serviced (Repaired, Replaced, Painted) = 1581 After Hours Call‐Outs = 958
4
3
13
7
5 5
3
9
6
000
0
5
10
15
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
19 20
25
17 14 15 16
26
15
000
0
5
10
15
20
25
30
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
67
198 197
147
173
57
84
205
36
000
0
50
100
150
200
250
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2 6
52
18
36
55
85 88 88
000
0
20
40
60
80
100
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
19
9
7
5
1
14
8
10 9
000
0
5
10
15
20
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Leaks Detected & Repaired
45%
55%
Total Leaks (YTD) =
Main Leaks
Service Leaks
82
116
147
354
186 161
129
38
275
175
000
0
100
200
300
400
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
97
114 118
89
58
131 136
89
126
000
0
50
100
150
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
FIELD OPERATIONS REPORT
SEPTEMBER 2016
Water Supply (Acre‐Feet)
Well Production (Acre‐Feet) = 1390
Groundwater = 10,141 AF / Surface Water = 3,170 AF
Energy Cost Trend
36
752
1,390
0
200
400
600
800
1000
1200
1400
1600
Santa Ana River State Project Water Ground Water
2%
34%
64%
Santa Ana River
State Project
Water
Ground Water
58
30 12
225
71 74 58
97 92
204
1 13 8
57
115
275
0
50
100
150
200
250
300
9A
11
A
24
A
24
B
25 28 39
12
5
13
2
‐5
14
1
14
2
14
3
14
6
14
6
A
14
7
15
1
$0
$50,000
$100,000
$150,000
$200,000
$250,000
Jan Feb March April May June July Aug Sep Oct Nov Dec
2015 2016
798 829 859 887 981
1,303
1,518 1,576
1,391
000
149 239 254 325 420 413 493 448 428
000
0
200
400
600
800
1000
1200
1400
1600
1800
January February March April May June July August September October November December
Groundwater Surface Water
PRODUCTION OPERATIONS REPORT
SEPTEMBER 2016
STAFF REPORT
Agenda Item #4.
Meeting Date: October 24, 2016
Discussion Item
To: ENGINEERING AND OPERATIONS COMMITTEE
From: Director of Engineering & Operations
Subject: Discuss ion on Quarterly Engineering and Operations Committee Meetings
RECOMMENDATION:
Staff recommends that the committee cons ider revis ing the schedule of meetings for the Engineering and
Operations Committee to occur on a quarterly schedule instead of on the current monthly schedule.
BACKGROUND / ANALYSIS:
Currently the Engineering and Operations Committee meeting occurs every 4th Monday of the month. In the
past, there has not always been a suffic ient bus iness to bring to the Committee together at the appo inted times.
Although there are always pro jects in process under the Capital Improvement Program, staff feels it might be
more beneficial to provide quarterly updates on projects which will give a more broader view of each pro ject
and its current status.
Currently, the Operations Divis ion provides quarterly activity reports to the Committee. Staff is working on a
new operations activity report which will be generated monthly and provided to the Board Members. These
monthly reports will be inc luded in each Committee meeting for review and comment, and should provide a
higher level of understanding of operational activity.
Staff is recommend ing that the Engineering and Operations Committee meetings be held on a quarterly bas is
beginning on January 23, 2017 and occurring every 4th Monday thereafter in April, July, and October.
REVIEW BY OTHERS:
This item has been reviewed by Engineering and Operations department staff.
FISCAL IMPACT:
There is no fiscal impact associated with this item.